clubs event guide finalb

BCIT STUDENT ASSOCIATION EVENT GUIDE FOR CLUBS

Included in this booket: • • • • • • • •

Club Coordinator contact information Introductory overview An inventory of equipment available from the BCITSA Guide to food on campus Off-campus event guide Events including alcohol Barbecue event checklist Advertising policy

INTRODUCTION

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Message from the Clubs Coordinator The BCIT Student Association (BCITSA) is dedicated to enhancing student life at BCIT. Clubs are an essential part of the student experience and one of the ways your club can make an impact is to organize successful events.

Club events are an important part of building campus community. They provide an opportunity for networking, build organizational skills, and they can be a lot of fun.

This guide was compiled in order to make planning your club’s event as easy as possible. Please read it thoroughly and feel free to contact me if you have any questions or concerns.

Olesea Zadoinova BCITSA Clubs Coordinator

CLUBS COORDINATOR’S OFFICE Open from 8:00 a.m. to 4:00 p.m. on weekdays.

Uconnect Resource Centre Level 2, SE2 3700 Willingdon Ave. Burnaby, B.C. V5G 3H2 778.331.1328

clubscoordinator@bcitsa.ca

THE BASICS

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Lead time

When planning an event, make sure you give you as much lead time as possible. Allow a minimum of two to three weeks to obtain permits and licenses. For example, if you plan a barbecue you will require a temporary food permit and at least one person with FoodSafe certification.

Resources

Be sure to make yourself familiar with the Clubs Guide (available at www. bcitsa.ca) and visit the Clubs Coordinator’s office on weekdays between 8:00 a.m. and 4:00 p.m. The Clubs Coordinator may also be reached by phone (778.331.1328) or e-mail (clubscoordinator@bcitsa.ca).

Event request form

Event request forms are available for pickup from the Clubs Coordinator’s office. Fill out and submit the form to the Clubs Coordinator at least two weeks prior to your event.

Food

Professor Mugs Pub and Chartwells are the exclusive food providers on campus. Clubs may only use the exclusive food providers and may not bring outside food on campus.

Posters

If you wish to advertise your events using poster boards, provide the posters to the Clubs Coordinator to be approved and date-stamped. Please adhere to advertising poster policy as described in the Clubs Guide. Posters that do not adhere policy will be removed.

Off-campus events

All events held off-campus must have a signed contract or memorandum of understanding with clearly defined expectations of the vendor and the student club involved. This contract must be signed by one of the BCITSA signing officers. A contract draft is available from the Clubs Coordinator.

Bookkeeping

Within a week after the event, clubs must submit all income information to the Clubs Coordinator.

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Start planning two to three weeks in advance.

Events including food

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EQUIPMENT AVAILABLE FROM BCITSA*

* subject to availability LCD projector ** charges may apply Laptop Tropical decor* Ice bins Pipe and draping for booth effect** Sound equipment (mixing board, two powered amplifiers with stands, sub woofer, microphone stands, XLR cables, snake, wireless microphone) Staging (15 sections of 4’ x 4’ specs on 3’ high legs with skirting.)** Barbecue (A deposit is required. Propane is not supplied.)

Tables with cloths and skirting (Charges will apply if clothes are not cleaned and folded prior to return.)

FOOD ON CAMPUS • Professor Mugs Pub and Chartwells are the exclusive food providers for all on-campus events.

• Food from outside sources for your events is expressly forbidden in • •

accordance with the contractual agreement between BCIT, BCITSA, and their food providers.

If you are organizing a barbecue, all food must be ordered from the food providers indicated above. This includes (but is not limited to) patties, buns, meat, salad, dressings, condiments, etc.

Bake sales are exempt from these requirements.

Ordering catering from Professor Mugs Pub

• The club must choose food from the pub’s catering menu.

• The club must indicate all ordered food to the Clubs Coordinator by email.

• All orders must be confirmed by the club at least 48 hours before the event is scheduled to begin. Failure to do so will result in catering cancellation.

• The club may not request any last minute or previously undeclared food, facilities, or services on the day of the event.

Cancellations

• Professors Mugs Pub will not accept returns of unused food.

• A cancellation fee of $100 must be paid to the pub for any order

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that is cancelled with less than 48 hours notice.

Professors Mugs Pub will not accept returns of unused food.

OFF-CAMPUS EVENTS

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Off-campus fundraisers, socials, and networking events

• BCITSA reserves the right to manage the level of competition regarding events.

• All events held off-campus must have a signed contract or memoran• •

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dum of understanding with clearly defined expectations of the vendor and the club involved.

This contract must be signed by one of the BCITSA signing officers.

Only BCITSA signing officers (President, VP Finance, and/or Controller) can endorse a contract or memorandum of understanding.

No student club is authorized to sign an event contract on behalf of the BCITSA. The Clubs Coordinator can provide you with the draft of the contract, which you can use to prepare your own.

All advertising and promotion for events are governed by related BCIT and BCITSA advertising policies. These policies are part of the BCITSA Policies & Procedures manual.

EVENTS INVOLVING ALCOHOL Alcohol procedures

• Events where alcohol is served are governed by, and must adhere to, B.C. Liquor regulations and the BCITSA Policies & Procedures manual.

• Student clubs must ensure that companies providing rental space

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during events serving alcohol off-campus have procedures to prevent underage drinking, servers with Serving It Right certification, non-alcoholic drinks available, and designated drivers or other safe means of transportation accessible to attendees.

All on-campus events involving alcohol must take place at Professor Mugs Pub.

Confused?

• Do not hesitate to contact the Clubs Coordinator for further details!

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No student club is authorized to sign an event contract on behalf of the BCITSA.

BARBECUE EVENT CHECKLIST

6 First steps

• It is extremely important that you read the Food On Campus section in this booklet before doing anything.

• Fill out special event request form provided by the Clubs Coordinator.

• Obtain a temporary food permit from Fraser Health.

• If a club does not have the temporary food permit in place prior to the event, the BCITSA cannot sanction the event for liability reasons.

• Ensure that at least one person with FoodSafe certification to will be

available to operate the barbecue and prepare food. Depending on availability, you may hire the person from Professor Mugs Pub.

Preparation and materials

• Obtain propane to operate the barbecue. (The BCITSA has a propane tank that you may refill and use.)

• Arrange for a tent to prevent contamination, as required by FoodSafe regulations. BCIT Recreation Services may have one available for use.

• Arrange for volunteers to set up and take down materials before and after your event.

• Provide a portable hand sink during the event.

• Prepare a secure cash box and float.

Food and refreshments

• Purchase food from Professor Mugs Pub or Chartwells only.

• Supply your own drinks. (NOTE: Only Pepsi product such as Lipton • •

Brisk Iced Tea, Aquafina Plus+ Vitamins, Crush Cream Soda, 7-Up, Pepsi, etc. are permitted.)

Remember to order all extra materials from Professor Mugs Pub or Chartwells, including buns and all condiments including lettuce, tomato, ketchup, etc.

Obtain ice, ice bins, disposable cutlery, napkins, and serving utensils.

After the event

• Take down and return any borrowed equipment and supples.

• Clean and return barbecue (charges will apply if it is not cleaned).

• Submit all income information to the Clubs Coordinator/Accounting Supervisor.

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If a club does not have the temporary food permit in place prior to the event, the BCITSA cannot sanction the event for liability reasons.

ADVERTISING POLICY

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Approval

• All posted materials must be approved and date-stamped by the Clubs Coordinator.

• Posted materials cannot compete or conflict with BCITSA activities, those of its tenants, or BCIT.

• Posted materials may be displayed for up to four weeks.

• The BCITSA and BCIT Facilities Management reserve the right to re•

move any materials that cause unnecessary levels of congestion or pollution.

The BCITSA and BCIT Facilities Management may remove postings that do not adhere to this policy without notice or reimbursement.

Further, groups affiliated or otherwise may be charged with any costs associated with the removal of postings failing to meet these requirements.

Posting your promotional material

• Any posted materials found covering other posted materials will be removed by the BCITSA or BCIT without notice or compensation.

• Posted materials are not permitted on any surfaces other than post• •

ing boards. Posters should not be posted on windows, cement walls, pillars, red free-standing posters boards of BCITSA or in washrooms.

All posted materials are to be posted using tacks, push pins (where provided) and masking tape only. No staples or scotch tape, as these will damage the cork on the boards.

Affiliated groups are responsible for the removal of their postings.

Failure to remove postings may jeopardize future posting privileges.

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Never use staples or scotch tape to post materials.

CLUBS COORDINATOR’S OFFICE Open from 8:00 a.m. to 4:00 p.m. on weekdays.

Uconnect Resource Centre Level 2, SE2 3700 Willingdon Ave. Burnaby, B.C. V5G 3H2

778.331.1328

clubscoordinator@bcitsa.ca